DCR 2027 Salt Reduction Grants RFR.pdf

Executive Office of Energy and Environmental Affairs Department of Conservation and Recreation

Nicole LaChapelle, Commissioner

Grant Announcement

COMMBUYS Number: BD-27-1020-DCRCU-DC250-133000

Dated: September 1, 2026

FY2027 DCR Watershed System Salt Reduction Grants

1. Grant Opportunity Summary

A. Proposals Sought For The Department of Conservation and Recreation, Division of Water Supply Protection (DCR/DWSP) announces the availability of grant funds to support the Wachusett Reservoir, Quabbin Reservoir, and Ware River watershed municipalities that contain more than ten miles of town roads within the watershed boundaries with efforts to utilize the latest and most efficient salt use reduction strategies.

B. Overview and Goals

DCR/DWSP routinely monitors the water quality of groundwater and surface waters that flow into the Wachusett Reservoir, Quabbin Reservoir, and Ware River, part of the water supply system that provides drinking water to 2.7 million people. DCR/DWSP has documented significant increases in markers that indicate the amount of salt in the reservoirs. There are numerous studies that link similar increases nationwide to excessive application of road salt.

Municipal and state Department of Public Works (DPW) and private applicators collectively apply as much as 18,000 tons of salt within just the Wachusett Reservoir watershed annually, and salt persists in water and soil for years. These high levels of salt can impact drinking water treatment and distribution (both in the reservoir and in wells), increase corrosion potential, and cause significant damage to infrastructure and the environment. Once introduced into an ecosystem, salt is difficult and costly to remove. DCR/DWSP is committed to finding ways to reduce salt use in its watershed system. This grant program will provide financial assistance to help the 18 towns that contain more than 10 miles of town roads within the watershed system upgrade their snow and ice removal equipment and take advantage of innovative technologies in order to use the best salt use reduction strategies.

C. Eligible Projects

Projects must provide documentation of attempts to reduce salt use. Annual salt application amounts for the 2025-2026 season and for the three previous winters must be provided to serve as baseline data. (see further details on eligible projects in Section 2B).

D. Eligible Applicants The Salt Use Reduction Grant Program is open to the 18 towns and their Departments of Public Works that contain more than 10 miles of town roads within the watershed system – Barre, Boylston, Holden, Hubbardston, New Salem, Oakham, Orange, Paxton, Petersham, Phillipston, Princeton, Rutland, Shutesbury, Sterling, Templeton, Wendell, West Boylston, and Westminster (see further details on eligible applicants in Section 2A).

E. Application Deadline Friday, October 2, 2026, at 11:59 pm. (see further details on deadlines in Section 4)

F. Funding Availability DCR/DWSP expects to award up to $100,000 in total funding for salt use reduction projects in FY27. Applicants may request up to $20,000 in funding for a project. Communities can submit a joint application (combined funding) for a shared concept (see further details on Funding Availability in Section 2C) .

G. Match Requirement

Applicants must provide at least 50% of the total project cost in cash (see further details on the match requirement in Section 2D).

H. Total Anticipated Duration of Contract(s)

The contract period will begin on the date that the DCR Commissioner signs the contract. Contracts issued pursuant to this RFR must expend 100% of costs and match associated with the approved project on or before the contract end date of June 30, 2027.

I. Regulations, Statutes, or Authorization Governing This Grant Program

Applicants are responsible for compliance with all applicable state rules and regulations governing the funding source. Funds are authorized through the Water Supply Protection Trust.

J. Contact Information

Joel Zimmerman Department of Conservation and Recreation Division of Water Supply Protection State Transportation Building 10 Park Plaza, Suite 6620 Boston, MA 02116

(857) 286-0371 joel.zimmerman@mass.gov

2. Performance and Contract Specifications

A. Eligible Applicants This RFR and eligible projects are open only to the 18 towns and their Departments of Public Works that contain more than 10 miles of town roads within the watershed system. Eligible towns include: Barre, Boylston, Holden, Hubbardston, New Salem, Oakham, Orange, Paxton, Petersham, Phillipston, Princeton, Rutland, Shutesbury, Sterling, Templeton, Wendell, West Boylston, and Westminster.

Towns may apply individually or in combination with other eligible communities.

B. Eligible Project(s) and Scope(s) of Work Proposals should clearly articulate how the purchase will increase efficiency, reduce municipal salt application amounts, and prevent unnecessary transport of salt to the environment.

Eligible project activities include the purchase of the following:

1. Pavement temperature sensors for vehicles

2. Equipment that allows calibrated/automated applications of salt

3. Materials needed to enable brine production

4. Materials to retrofit vehicles to apply brine

5. Flexible plow blades to allow more effective removal of snow and ice from roadways

6. Materials to construct cover and containment for salt piles.

Purchase of new vehicles, road salt or alternative anti-icing materials, or the cost of employee training are not eligible projects.

C. Funding Availability, Budgeting Guidelines, and Allowable Expenditures DCR/DWSP expects to award up to $100,000 in total funding for salt use reduction projects in FY27. Applicants may request up to $20,000 per community in funding for a project. Costs eligible for reimbursement include all approved project costs incurred on or after a selected applicant’s contract execution date and on or before June 30, 2027.

Equipment Purchases: Equipment is defined as tangible personal property having a useful life of at least five years and a per-unit acquisition cost of $1,000 or greater. The equipment must be purchased in full to qualify for reimbursement. An explanation of the review and selection of the winning bid must also be included. The equipment title will rest with the grantee and must be used for the proper authorized use as stated in the project proposal. The Grantee is required to use the equipment for its proposed and intended purpose for a reporting period of five years.

D. Match Requirement DCR/DWSP Salt Reduction grants are matching grants and require that proponents provide a minimum of 50% of the total project cost. If your project is selected for a grant, the match will need to be documented with invoices or other acceptable records. Costs incurred prior to the contract start date, including application preparation costs, will not be considered as part of the match requirement. The actual, documented value of the match must equal at least 50% of the total project value before the final grant payment can be made and the grant closed out.

E. Project Terms If awarded, all vendors will be required to abide by the Standard Commonwealth of Massachusetts Terms and Conditions. In addition, all final contracts are subject to successful negotiation of a Final Scope of Services. Please note that DCR does not guarantee that any contracts may result from this RFR or that any particular funding level will be awarded. It is anticipated that projects could commence immediately upon DCR's decision. The awarded contracts will be reviewed during their course and, upon request by the Contractor, may be extended or otherwise amended at the sole discretion of DCR. Any extensions granted will not necessarily change, or increase, the monetary value of the contract.

In accordance with the Massachusetts Comptrollers Guidance on Grants Procurement and Contracts (last revised September 8, 2014):

The department, at its discretion, may negotiate a change in any element of contract performance or cost identified in the grant application, RFR or the grantee’s response, which results in lower costs, or a more cost-effective or better value grant result than was presented in the grantee’s original proposal. Changes can be negotiated which result in overall increased costs, provided the overall result is the best value or a “better value” than was originally proposed.

F. Anticipated Duration of Contracts Contracts will end on June 30, 2027 (Fiscal Year 2027).

G. Deliverables, Ownership, and Credit Due The Grantee shall submit a Final Report along with their final Request for Reimbursement.

This report shall document the project’s goals and accomplishments. The Grantee will submit a Grant Close-Out Form upon completion of the project as well. The final reimbursement is contingent upon a satisfactory review of the project as specified in the Grant Close-Out Form, including completing the proposed scope as outlined in the project proposal and Project Initiation Form, and consistency with the proposed budget. A template for the Grant Close-Out Form and Final Report can be provided by DCR upon request.

DCR/DWSP Acknowledgement: The Grantee shall acknowledge funding from the Department of Conservation and Recreation Division of Water Supply Protection on all products for public distribution and viewing including PowerPoint presentations, press releases, fact sheets, brochures, reports, web content and signs. It is also encouraged that the Grantee develop and distribute a press release upon the award of the grant and/or project completion, acknowledging DCR/DWSP as a source of funds for the project.

http://www.macomptroller.info/comptroller/docs/policies-%20procedures/contracts/po-procon-state-grants-fed-sub.doc http://www.macomptroller.info/comptroller/docs/policies-%20procedures/contracts/po-procon-state-grants-fed-sub.doc

H. Reporting The Grantee shall submit brief Progress Reports upon request, and also must agree to provide total salt application amounts for the 2026-2027 season and for the three following winters to show impacts of the project. Grantees are asked to be open to sharing progress or successful strategies to reduce salt applications with DCR and other town departments.

Other deliverables are project specific and will be confirmed at the time of contract award and project scoping.

I. Invoicing Grantees must first pay for expenditures then submit for reimbursement using the required documentation. Applicants selected to receive grant funding will be required to submit a Grant Agreement, State Standard Contract and other required forms which will be sent to Applicants with their award notification. See the full application packet for more information. Project costs and match may not be incurred until after the Grantee has an executed contract from DCR. Grantees must pay for 100% of the cost of an item before submitting for reimbursement and only approved expenses (as written in the contract’s scope) incurred during the period of the contract are eligible for reimbursement. The Grantee may submit multiple reimbursement requests, on a monthly basis at most, during the grant period.

3. Instructions for Application Submission

A. Evaluation Criteria DCR/DWSP will evaluate all proposals on a competitive basis and select projects that obtain the highest scores, provided successfully completed applications that meet the criteria are submitted. DCR/DWSP reserves the right to request additional, clarifying information from the applicant during the evaluation period, and to reject any or all proposals that do not meet the goals and terms of this RFR. Each proposal will be reviewed based on the criteria and point values below (total of 100 points). Applicants must agree to provide all required supporting documentation as part of the application.

• Provide total amount of salt applied during the 2025-2026 season. (5 points)

• Provide storm by storm details of salt applied during the 2025-2026 season if available. (10 points)

• Provide the total amount of salt applied during each of the previous three winter seasons (10 points)

• Provide the number of town or contract employees involved in winter snow and ice activities

AND the number who have completed Baystate Roads training programs or equivalent (5 points)

• Provide a listing of existing equipment and technology: (10 points) Number of trucks with ability to dispense salt Number of salt-dispensing trucks with calibrated spreaders Number of trucks with ability to dispense liquids (brine)

Number of trucks with pavement temperature sensors Do you use pre-storm pre-treatment applications of salt or brine?

Do you use flexible plow blades?

• Provide a description of the equipment/technology desired. Preference will be given to proposed projects that can provide supporting materials including product information or research studies. The description of the project should include a summary of potential benefits that clearly demonstrates how salt reductions will be achieved. (15 points)

• Provide an overview of town and/or Department of Public Work goals regarding salt reduction, including ways that DCR/DWSP can help achieve these goals. (10 points)

• Agree to provide total salt application amounts for the 2026-2027 season and for the three following winters to show impacts of the project. (10 points)

• Detailed budget, broken down by grant funds and matching funds, for the project. As a deliverable-based grant program, all project costs must be directly tied to project deliverables to be eligible for reimbursement. General project management costs and other charges to administer the grant cannot be included. (10 points)

• The overall quality of the grant application and likely benefit. (10 points)

• Did not receive FY26 DCR Salt Use Reduction Grant (5 points)

B. Application Submission Instructions Applications must be received by Friday, October 2, 2026, at 11:59 pm. Any application received after the deadline will be rejected. Applications must be entered and submitted online through COMMBUYS. All form instructions and required documents are available through the online application. Failure to enter information in any of the required fields or to submit required attachments may result in the disqualification of the application.

A sample Application Form is provided in Attachment A of this document.

C. Additional Required Documentation If selected, the Respondent will be required to submit the following forms to complete a contract:

• Commonwealth Standard Contract Form, filled out and signed by the Respondent

• Commonwealth Terms and Conditions, filled out and signed by the Respondent

• Commonwealth W-9 tax information form, filled out and signed by the Respondent

• Completed Contractor Authorized Signature Verification Form

• Commonwealth Electronic Funds Transfer Form, filled out and signed by the Respondent.

Respondents are encouraged to review these forms prior to submission of a Response. They are available as Attachments to this document. These forms do not need to be filled out unless the Respondent is awarded a grant.

4. Deadlines and Procurement Calendar

A. Release of RFR September 1, 2026

B. Information Session No information session is scheduled at this time.

C. Application Due Date Friday, October 2, 2026, at 11:59 pm.

D. Estimated Award Date The Commonwealth of Massachusetts’ decisions are estimated to be announced on or about 14 days after the grant application deadline.

E. Estimated Contract Start Date Notwithstanding any verbal representations by the parties, or an earlier start date listed in the Standard Contract Form, and only after an award is issued and a final scope of services has been negotiated, the effective start date of a contract shall be the latest of the following dates: the date the Standard Contract Form has been executed by an authorized signatory of the contractor and the procuring department; the date of secretariat or other approval(s) required by law or regulation; or a later date specified in the Standard Contract Form. The earliest start date for contracts resulting from this RFR is October 16, 2026.

5. Miscellaneous A. Type of Procurement Grant

B. Use of This Procurement by Single or Multiple Departments This RFR is a single department procurement. All contracts awarded under this RFR will be utilized solely by DCR.

C. Request for Single or Multiple Recipients This RFR will result in multiple contracts.

D. RFR Distribution Method This RFR has been distributed electronically via COMMBUYS. It is the responsibility of every Applicant to check COMMBUYS for any addenda or modifications to an RFR to which they intend to respond. The Commonwealth of Massachusetts and its subdivisions accept no liability and will provide no accommodations to Applicants who fail to check for amended RFRs and submit inadequate or incorrect responses. Potential Respondents are advised to check the “last change” field on the summary page of RFRs for which they intend to submit a response to ensure they have the most recent RFR files.

Respondents may not alter BID language or any BID component files. Those submitting a proposal must respond in accordance with the BID directions and complete only those sections that prompt a Respondent for a response. Modifications to the body of this BID, specifications, terms and conditions, or which change the intent of this BID are prohibited. Any unauthorized alterations will disqualify response.

All contracts shall be subject to available funding, whether through the appropriation and authorization of sufficient funds or the receipt of sufficient revenues. If available funding ceases for any reason, a contract shall be deemed under suspension and contract performance must halt. A contractor will not be entitled to compensation for any performance provided during the period of contract suspension. DCR may lift the suspension if available funding is received. In the absence of foreseeable available funding, DCR may terminate the contract.

E. List of Attachments

1) Application Form Template (all applicants must apply online)

2) Sample Standard Contract Form and Instructions

3) Sample Authorized Signatory Listing

4) Commonwealth Standard Terms and Conditions

5) Sample W-9 Form

6) Sample Authorization of Electronic Funds Payment form